JAPAN S GRANT ASSISTANCE FOR GRASSROOTS HUMAN SECURITY PROJECTS (KUSANONE Grant) GUIDELINES

Transcription

1 JAPAN S GRANT ASSISTANCE FOR GRASSROOTS HUMAN SECURITY PROJECTS (KUSANONE Grant) GUIDELINES 1. INTRODUCTION Established in 1991, Japan s Grant Assistance for Grassroots Human Security Projects (KUSANONE Grant) provides nonrefundable assistance to local governments, NGOs, medical institutions, schools, and other non-profit associations to implement their development projects at the grassroots level. In 2003, the term Human Security was added to the grant s name, adopting the concept of not only empowering individuals and communities to be self-reliant but also protecting people from a wide range of factors that directly threaten the lives, livelihoods, and dignity of human beings. 2. ELIGIBLE RECIPIENTS 1. NGOs 2. Local Government such as provincial departments (Ministries are not eligible) 3. Other non-profit associations such as medical institutions Applicants must have at least two (2) years of experience working in the sector of the proposed project within Cambodia. The applicants are also required to demonstrate their ability as well as their past experience to manage finance, personnel, and projects. (*) Individuals and profit organizations are NOT eligible to apply. 3. PROJECT AREAS 1. As long as the proposed projects benefit people at grassroots level and meet basic human needs, it is eligible for financing under the KUSANONE Grant scheme. For your reference, the following areas account for the majority of the projects approved: (1) Basic education (2) Health and medical care (3) Small scale irrigations (4) Rural development including roads and bridges (5) Water supply and sanitation (*) (6) Vocational training (7) Social welfare (ex. supporting vulnerable people, people with disabilities, and etc.) (8) Humanitarian mine action (*) In the area of water supply and sanitation, projects to dig wells are given the lower priority under the KUSANONE Grant due to the risk of arsenic problems. 1

2 2. Projects in the following areas are NOT eligible: (1) Commercial activities (2) Cultural and sporting activities (please apply for Grant Assistance for Cultural Grassroots Projects.) (3) Higher education 4. PROJECT COST 1. The grant amount per project in this fiscal year is limited to 10 million Japanese yen. The amount of the grant in US dollar depends on the currency rate between Japanese yen and US dollar which is fixed in the beginning of each fiscal year. For the details, please consult the KUSANONE Grant Unit of the Embassy of Japan. 2. The grant covers the costs of purchasing/constructing facilities, equipment, and personnel costs (excluding personnel costs of the recipient organization) that are necessary for the project s achievement. The following items, in principle, are NOT financed: (1) Administrative costs of the recipient organization such as office rent and staff salaries, (2) Running and maintenance costs of facilities and equipment, (3) Items such as scholarship, home and clothes which would belong to individuals (except in case of emergency relief for humanitarian need), (4) Articles of consumption and small equipment (5) Books and personal computers (6) Vehicles (except for special-purpose vehicles such as garbage trucks, fire trucks, ambulances, etc.) (7) Land, and (8) Tax, bank charges For further information, please consult the KUSANONE Grant Unit of the Embassy of Japan. 3. The Embassy of Japan will not charge any fees for all process of application, examination and implementation of KUSANONE (Grassroots) projects. 5. PROJECT PERIOD An approved project must be completed within ONE (1) YEAR from the date of the grant contract. 6. HOW TO APPLY 1. Please submit an application form and necessary documents to the Embassy of Japan. Attention: Ambassador of Japan KUSANONE Grant Coordination Unit, Economic and ODA Section, Embassy of Japan #194 Norodom Boulevard, Phnom Penh 2

3 2. The application form is available on Embassy s web-site: ( 3. The application form MUST be accompanied by the following documents: (1) A cover letter addressed to H.E. Mr. HORINOUCHI Hidehisa, Ambassador Extraordinary and Plenipotentiary of Japan to the Kingdom of Cambodia, (2) Quotations from at least THREE SUPPLIERS with; - the breakdown/detailed cost of material/equipment, labor fee and transportation fee (for construction projects) - including the donor board/sign cost - excluding VAT - the company name, address, contact information and an official company seal on each, (3) A map showing the project site and its address (including information such as the distance from Phnom Penh or major near-by cities), (4) Design/drawing and specifications of the facilities and equipment (including its size, materials required) with an official company seal on each, (5) Project plan/timetable, (6) Several photographs of the project site attached to a A4 size paper with explanations of each photo, (7) A sample copy of procurement contract (between the applicant and suppliers) with guarantee period, (8) A copy of land title or a letter authorizing the use of land for the project (for construction projects), (9) A financial statement in Last TWO (2) YEARS, (10) Other supporting information (e.g. a copy of the registration, agreement, Memorandum of Understanding or document related to the agreement with the relevant Ministries or other government bodies) and, (11) Quotations from, at least, THREE (3) AUDIT companies (excluding VAT). If a project costs more than three million Japanese Yen, the project must be subject to audit. However, the quotations from audit companies are not required AT THE INITIAL APPLICATION STAGE. Please submit the quotations at the stage that your proposed plan and amount are finalized. 4. For humanitarian mine action projects, please contact the Embassy of Japan for further requirements to be included in the application. 5. INCOMPLETE APPLICATION WITHOUT LEGITIMATE EXPLANATION MAY BE DISQUALIFIED. 3

4 7. APPLICATION DEADLINE Applicant organizations can apply for the KUSANONE Grant anytime. In case your application is not examined as a project within the fiscal year, it is examined as a project for NEXT fiscal year. In this sense, the KUSANONE grant does not set a deadline for application. 8. PROCESS OF EXAMINATION, APPROVAL AND IMPLEMENTATION Application Response/inquiry from EOJ 1 Site visit by EOJ Examination in EOJ Examination in MOFA 2 in Japan Project approval Grant Contract Disbursement of funds Project implementation ( Interim field survey by EOJ) Submission of interim report Submission of final report Submission of audit report Final field survey by EOJ Follow-up survey by EOJ (2 years after the project completion) 1 EOJ: Embassy of Japan 2 MOFA: Ministry of Foreign Affairs 4

5 9. CONDITIONS AND REGULATIONS 1. Grant Contract The Grant Contract contains the title of the project, the name of the recipient organization, the rights and obligations of each party, the maximum amount that will be provided for the execution of the project, and the completion date of the project. 2. Grant Usage The Grant MUST be used properly and exclusively for the purchase of the products and/or services necessary for the project approved. Recipient organizations that use the grant in ways other than specified in the contract or fail to report on the progress, implementation and impact of the project, may be requested to reimburse the grant. Moreover all recipient organizations must use the grant within one year of receipt thereof. 3. Accounting It would be preferable if the recipient could maintain separate accounting for the implementation of the project. 4. Public Relations The recipient MUST place official stickers and/or plates bearing the national flag of Japan on all purchased items or building constructed (the design sample is available at the Embassy). 5. Reporting Duties The recipient MUST submit a project completion report when the project is completed. For most of the projects, the submission of an interim report is also required. 6. Changes from the Original Plan Should, for any reason, a recipient organization find that it has to modify its project plan, it should consult it with the Embassy and receive its approval prior to alteration of the original proposal. 7. Audit A project amounting to more than 3 million Japanese yen is subject to external auditing during/after the project s implementation. A copy of the audit report MUST be sent to the Embassy FURTHER INFORMATION Please consult KUSANONE Grant Coordination Unit of the Embassy of Japan in Cambodia. KUSANONE Grant Coordination Unit, Economic and ODA Section, Embassy of Japan TEL: eco.jpn@pp.mofa.go.jp (Updated: May 2017) 5